The CRM for dental practices with 40 unscheduled plans
Unscheduled treatment, recall and new-patient enquiries in one queue the front desk can actually work through.
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- Unlimited seats
- Your own database
- AI waits for your approval
The largest untapped revenue in most practices is not new patients. It is treatment the dentist has already diagnosed, the patient has already agreed to in the chair, and nobody has ever booked. The practice management system knows those plans exist. Running the follow-up is a sales job, and it lands on a front desk already answering the phone. SalesCrew runs it.
A week at the front desk
Three things every practice manager recognises, and what gets configured for each.
Treatment is presented and never scheduled
The crown was discussed on Tuesday, the patient said they would call after checking with their spouse, and that was in April. Configure unscheduled treatment as a pipeline with stages and an owner, and a follow-up cadence measured in weeks, so the conversation continues instead of ending in the car park.
New-patient calls come at lunch and get missed
The busiest hour on the phone is the hour the front desk is covering for each other. A new-patient call that goes to voicemail is usually a new patient at another practice by the afternoon. Configure the site enquiry form on the inbound webhook and a shared inbox, so every enquiry becomes a tracked record immediately.
Recall runs on postcards and hope
The six-month reminder goes out by post or not at all, and the patients who lapse quietly are the ones the practice never notices leaving. Configure a segment on months since last visit and a recall cadence that runs on a schedule, with any reply landing in the same inbox as everything else.
What belongs in this system, and what stays in the practice software
This is the most important paragraph on the page, so it comes before the features. SalesCrew is scoped here to enquiry and scheduling information: who contacted you, how they found you, which service they asked about, whether they have an appointment, and the history of your conversation about booking one.
Clinical information does not belong here. Diagnoses, charting, radiographs, treatment detail, insurance and claims data belong in your practice management system, which was built for them and carries the access controls and retention rules that go with them. Keeping the two apart gives each system one clear job.
It also has a practical consequence for how the follow-up is written. An unscheduled treatment record here holds the fact that a plan exists, its value band if you want one, and the follow-up status. It does not hold what the treatment is. Your cadences and drafts are therefore about booking a time to talk, not about a clinical matter.
What we configure for you
A working front-desk setup for a general practice, inside the first 14 days.
- 1
Pipeline stages
Two pipelines. New patient: Enquiry, Contacted, Booked, Attended, Returning. Unscheduled treatment: Plan open, Contacted, Follow-up 1 and 2, Booked, Declined with a reason, so the front desk works a board rather than a printout.
- 2
Channels
The practice mailbox connected over IMAP, the website enquiry and new-patient forms posting to the inbound webhook with the service of interest and the source recorded, and Calendly consultations landing as meetings.
- 3
Cadences
A same-day new-patient response, an unscheduled-treatment follow-up over several weeks, a recall cadence by months since last visit, and a reactivation cadence for patients who have not attended in over two years.
- 4
Agent policy
The Inbox agent set to review, so it drafts a scheduling reply and a person approves it. Guardrails hold sends to business hours and cap touches per patient, and no draft discusses treatment, only appointments.
- 5
Knowledge-base voice
Your opening hours, your services, your new-patient process, your payment and finance options and your cancellation policy loaded as knowledge, so a draft answers what the front desk would answer and nothing more.
Your stack, and what sits beside it
The practice management system is the record. We hold the enquiry and the follow-up around it.
| What you run | What it keeps | What SalesCrew adds |
|---|---|---|
| Dentrix | Charting, treatment plans, the schedule, insurance and claims, the clinical record | Follow-up on plans that were never booked, and new-patient enquiries before a chart exists |
| Eaglesoft | Clinical records, scheduling, imaging and practice accounting | A shared inbox for enquiries and a recall cadence that runs without postcards |
| Open Dental | The open-source practice record: charting, scheduling, billing | The enquiry pipeline, cadences and source attribution on every new patient |
| Weave and similar phone systems | Practice phones, texting to patients, and reminders | The enquiry pipeline, email follow-up and source attribution beside your patient messaging |
| Your insurance and claims tooling | Eligibility, claims, remittance | Stays in your claims tooling |
| Your website, Google and paid ads | Clicks, calls and directory listings | The enquiry lands with its source, so cost per new patient by channel is a query |
Connections above run through webhooks, CSV import and the API. The unscheduled-treatment and recall lists start as an export from the practice system, imported as records with an owner.
What SalesCrew holds for a practice
SalesCrew beside your dental software
A configurable CRM (SalesCrew)
- Unscheduled treatment as a pipeline with an owner, stages and a cadence, not a report nobody runs
- New-patient enquiries from the site, email and forms in one queue with the source on every record
- Unlimited seats, so the whole front desk and the practice manager have access
- One Postgres database per practice, exportable whenever you ask for it
The dental tool (Dentrix, Eaglesoft, Open Dental, Weave)
- The schedule and the clinical record in one system, which is where the practice actually runs
- Treatment plan reports generated from the chart rather than an import
- Patient texting, reminders and recall built for practices
- Imaging, charting and claims, kept where the clinicians work
The lunchtime call, and the toothache that decides your afternoon
A dental practice's phone has two peaks and one of them is lunch, when the front desk is thinnest and callers are ringing during their own break. Two kinds of call arrive in that hour. One is a new patient shopping, who will call the next practice within a minute of hearing a voicemail greeting. The other is someone in pain who needs a same-day slot.
SalesCrew captures web enquiries at any hour with the source recorded, drafts the first scheduling reply through the Inbox agent for the front desk to approve, and books consultations through Calendly. A missed lunchtime call gets a text back within the minute, and recall and reminders go out by SMS and email.
The AI receptionist for this trade is narrow on purpose. It captures the caller, asks whether they are in pain, books into the emergency slot you keep, and transfers to a person the moment anything sounds like trauma or bleeding. It gives no triage advice, and it says it is an assistant.
One constraint to plan around now. Patient mobile numbers are consumer numbers, so the TCPA governs marketing texts and calls to them, and a number given to book an appointment is not consent for a whitening promotion. Appointment reminders and marketing are treated differently under those rules, which is exactly why practices should keep the two separate rather than folding a promotion into a reminder. SalesCrew enforces suppression and opt-out, scrubs the DNC list when an audience freezes, and checks consent before a call starts. This is not legal advice.
Where this gets used
Three jobs a front desk does every week, described as mechanism.
Working the unscheduled treatment list
Plans imported from the practice system become records on a pipeline with an owner. A cadence runs over several weeks, pauses the moment the patient replies, and the reply lands in the shared inbox. A declined plan records a reason, so cost and timing become a report.
Answering a new-patient enquiry the same day
The web form hits the inbound webhook and becomes a lead with the service of interest and the source. The Inbox agent drafts a scheduling reply from your knowledge base, and the front desk approves it. Nothing sends on its own.
Reactivating patients who quietly lapsed
A segment on months since last visit finds the patients nobody noticed leaving. Suppression is applied when the audience is frozen, the cadence runs, and anyone who books drops out of it.
What practice managers ask first
- We handle protected health information. Can we use this?
- Here are the scope and the controls, so your compliance adviser has what they need. The scope is enquiry and scheduling data: contact details, source, service asked about, appointment status and the conversation about booking. Clinical, diagnostic and insurance information stays in your practice management system. The controls are a separate Postgres project per practice, credentials in a secrets vault, an audit log of every tool call with the actor recorded, three-axis access scoping, and agents in review mode.
- How do the treatment and recall lists get in?
- Export them from Dentrix, Eaglesoft or Open Dental and import them, or post them to the inbound webhook if your system can send one. Each plan becomes a record with an owner and a stage. Recall runs by email cadence and by the calls your team makes, with every touch recorded.
- Will the front desk actually use another system?
- They use it if it replaces something worse, which here is a printed report and a sticky note. The two things that earn it are a queue of who to contact today and a shared inbox where an enquiry cannot be lost. Unlimited seats mean everyone on the desk has a login.
- Will an AI message our patients on its own?
- No. Every agent ships in review mode, so it drafts and a person approves. Any external send is set to review by default in the policy table, there is a kill switch that stops every agent at once, and your knowledge base sets what a draft may say. Drafts here are about appointments, not treatment, by design.
- What does it cost, and what happens if we leave?
- Core is $299 a month with unlimited seats, Outbound is $699 and Agency is $1,200. Core runs both pipelines, the shared inbox and email cadences. Outbound adds the phone and SMS pack. The trial is 14 days and a card is required to start it. If you leave, you take a full Postgres dump plus CSVs, because your practice's instance is a separate project.
Which tier fits a dental practice
Core runs the front desk. Outbound adds the phone pack.
Core at $299 a month covers both pipelines, the shared inbox, email cadences and the data bank, with unlimited seats for the whole front desk. Outbound at $699 adds phone numbers, SMS recall, missed-call text-back and reminders that send.
Related
Start with the treatment nobody booked
Import last year's unscheduled plans on day two, and watch the follow-up cadence line up in review.
Want to see it first? Book a demo